Office Production Assistant

Swaybox Studios•New Orleans, LA

13d•Onsite

About The Position

The Office Production Assistant is an entry-level, hands-on role supporting the daily operational needs of Swaybox Studios. Working as part of the Studio Operations team, the Office PA assists with runs, deliveries, office and studio support, shared-space upkeep, workspace setup, front-desk coverage and other logistical needs that arise throughout the production day. This role requires flexibility, reliability and a willingness to jump between priorities. The Office PA receives assignments through the Production Operations team and is expected to communicate progress, ask questions when needed and follow tasks through to completion.

Requirements

Previous production experience is not required; experience in an office, hospitality, retail, customer service, facilities or other fast-paced environment is a plus.
Valid driver's license and ability to meet company driving requirements.
Familiarity with the New Orleans area preferred.
Basic computer skills and familiarity with Google Workspace.
Strong verbal and interpersonal communication skills.
Excellent reliability, punctuality and follow-through.
Ability to take direction from multiple members of the Studio Operations team while keeping priorities organized.
Ability to shift between tasks and priorities quickly.
Strong attention to detail.
Professional and service-oriented approach when interacting with employees, leadership, vendors and guests.
Ability to work independently once given clear direction while knowing when to ask questions or escalate a concern.

Nice To Haves

Familiarity with the New Orleans area

Responsibilities

Perform a variety of hands-on, administrative and logistical tasks in support of departments throughout the studio.
Complete daily assignments and priorities established by the Production Operations Coordinator and Studio Operations team.
Maintain communication regarding assignment status, delays or changing needs.
Assist with filing, shredding, copying, organizing and distributing documents and departmental materials.
Support approved operational requests from departments across the studio.
Assist other members of the Studio Operations team during high-volume periods or unexpected production needs.
Complete local pickups and drop-offs of production materials, equipment, supplies and other approved items.
Maintain communication with the Production Operations team while completing runs.
Safely operate company vehicles in accordance with company policies and procedures.
Track mileage and vehicle use as required.
Refuel company vehicles as needed and report maintenance or operational concerns.
Upload receipts and supporting documentation for purchases made during approved runs.
Handle time-sensitive deliveries with appropriate urgency and care.
Assist with new-hire workspace setup, including moving and arranging desks, chairs, computer equipment and other materials.
Assemble desks, furniture and basic studio equipment as needed.
Assist with room moves, workspace changes and other studio setup projects.
Help maintain organized storage areas and operational workspaces.
Break down boxes and move appropriate materials to designated disposal or recycling areas.
Support the Studio Services Assistant with physical workplace needs as assigned.
Assist with maintaining organized and stocked conference rooms, kitchens, break areas, lobby spaces and other common areas.
Restock office, kitchen and shared-space supplies based on established inventory levels.
Maintain coffee and tea stations and assist with cold brew preparation.
Clean coffee equipment and beverage stations as needed.
Monitor water-station inventory and communicate replenishment needs.
Perform scheduled refrigerator cleanouts.
Help ensure shared spaces remain ready for employee and production use.
Assist with setup and breakdown for Monthly Company Meetings and other studio gatherings.
Set up refreshments, popcorn, candy stations and other meeting materials as requested.
Arrange rooms, chairs, tables and equipment according to event needs.
Help return spaces to normal studio use following meetings and events.
Receive, sort and distribute incoming packages, mail and deliveries.
Deliver materials to the appropriate department or employee.
Assist with tracking packages and identifying missing or incorrectly delivered items.
Support shipping and receiving activities as assigned.
Assist with inventory counts and organization of operational supplies and materials.
Provide front-desk coverage as needed.
Welcome and check in approved guests, vendors and visitors.
Ensure required visitor confidentiality documentation is completed.
Answer the studio phone and route calls or messages appropriately.
Assist with Lost & Found.
Maintain front-desk materials and basic supplies.
Assist visitors with basic studio needs and direct questions to the appropriate team member.
Maintain a professional and welcoming front-of-house environment.
Maintain awareness of studio safety and emergency procedures.
Follow safe lifting, driving and material-handling practices.
Promptly report hazards, incidents, facility concerns or unsafe conditions.
Assist the Studio Operations team with emergency drills, evacuations and preparedness activities.
Follow instructions from designated Emergency Response Team members during emergencies.